Somethings don’t go to plan. It’s always a good idea to have a Plan B in case of bad weather, transport strikes, or a venue issue. But how can you be best prepared to deal with hitches to your event? We share our top tips for planners to ensure whatever is thrown at you on event day, you can handle it.

Here are our top tips for transforming chaos to coordination:

Assigning clear roles well before the event

Ensure your team are clear on their roles and responsibilities to achieve harmony during a chaotic live event setup. Everyone should know their specific duties and how they fit into the larger picture. This clarity prevents overlap and confusion, allowing each event prof to act efficiently and with purpose. Your team should familiarise themselves with the roles of their colleagues too, so they can work effortlessly as a team and can provide support or step in when necessary.

Keeping communication clear and open

Establishing a central hub for communication is essential in managing the frenzy of a live event. This hub can be a physical location, like a production office, or a virtual space, such as a group chat or communication app. Have a central communication hub as the go-to point for updates, questions, and decision-making. Having a clear and open communication channel ensures that information is dispersed quickly and accurately to all team members, keeping everyone on the same page.

Invest in good communication tools

Equipping your staff with the right tools can make all the difference in a chaotic environment. Walkie-talkies, headsets, or event management software enable seamless communication and real-time information sharing. Train your team on how to use these tools effectively before the event, so they can stay connected and responsive when it matters most. Having backup equipment on hand also ensures that technical glitches don't disrupt your team's coordination.

Always have a Plan B, C, D, E, all the way to Z

Preparing your staff for flexibility is fundamental when facing the unexpected. Develop back-up plans for various scenarios and run through these to your team. Practice and act out what happens in each so everyone is clear on what to do. Encourage your event managers to be forward thinking and adaptable, where they are ready to pivot and handle new tasks as needed. This approach not only prepares your team for change but also empowers them to make on the spot decisions, ensuring that the event continues to run smoothly despite any hitches.

Provide real time updates

Providing real-time updates to your staff is crucial when dealing with a chaotic live event setup. Whether through digital platforms or face-to-face briefings, keeping everyone informed about changes and progress helps maintain coordination. It allows staff to adapt their actions as the situation evolves and ensures that everyone is working towards the same objectives, even as those objectives shift.

Always check in with your team at the event

Regular debriefing sessions with your staff during the event can greatly improve coordination. These check-ins allow everyone to share insights, address any issues, and reinforce key goals. They can be scheduled or impromptu, but they should always be focused and concise to respect the time-sensitive nature of live events. Debriefs help maintain a collective understanding of the event's status and encourage collaboration.

Work with the venue

Working in partnership with the venue on contingency plans and communication channels can be very beneficial if anything goes awry. Establish emergency procedures should there be an issue inside the venue, discuss emergency exits, learn where the nearest hospital is, and ensure you have a way of instantly communicating with venue staff on the event day.

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As we have great relationships with venues and we have a wide range of venue knowledge, we can advise the perfect venue for your next event. Get in touch with us today to start planning your next event.

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